Elections 2018

Softball Austin Election Code. 

2.12 Elections â??

Regular elections of the Board shall occur during the last week of league play (hereafter referred to as â??LWOLPâ??) during the spring season between the hours of 9:00 am and 3:00 pm.

The Board will appoint an Election Committee to oversee the election process, and collect and monitor votes on the

day of the election. All players and coaches on the official roster of teams in good standing with SA may vote. Votes

will be cast via secret ballot and each member will have one vote. Candidates who receive a plurality of the vote

cast shall be determined the winner.

A. Elections for the positions of Commissioner, Treasurer, and Public Relations Coordinator will be held during

B. even-numbered years.

C. Elections for the positions of Menâ??s and Womenâ??s Assistant Commissioners, Secretary, Competition

D. Coordinator, and Social/Fundraising Coordinator will be held during off-numbered years.

E. The Election Chair will determine deadline and election dates using the following guidelines along with the

F. spring season schedule. The Election Chair will be the final interpreter of deadlines.

1) Ballot candidate nomination period opens 5 weeks before LWOLP.

2) Ballot candidate nominations due 4 weeks before LWOLP.

3)     Announcement of candidate names 3 weeks before LWOLP.

4) Write-In candidate declarations due 2 weeks before LWOLP.

5) Announcement of write-in candidate names 1 week before LWOLP.

G. If the LWOLP is rained out, elections shall be postponed and held during the rain out make up week of the

H. End-of-Season (hereafter referred to as â??EOSâ??) Tournament as determined by the Election Committee.

2.13 Qualifications to Serve on Board â??

A.     A candidate for the Board of Directors of Softball Austin must have been a member of Softball Austin for a minimum of one (1) season (the fall season) prior to the election date.

B.     Specifically, a candidate for the position of Commissioner or Assistant Commissioner for either the Open or the Womenâ??s Division must have served on the Softball Austin Board of Directors in another capacity for one full year.

2.14 Nominations, Candidates for the Board of Trustees â??

Nominations and candidates for the Board of Trustees of SA may:

A. Submit their name for consideration by submitting the Candidate Biography Form via email to the Election

B. Committee Chair.

C. Be nominated by other League members in good standing.

D. The Election Committee Chair is required to notify the nominee that their name was submitted for position within 24 hours of being received.

1)     The Nominee must either accept or decline their nomination within 24 hours of being notified by emailing the Election Committee Chair. Failure to do so within the prescribed time line will result in their disqualification from consideration from that nomination. Said person can be re-nominated as long as it falls within the nomination period.

E.     Write in candidates will be allowed and must declare their intention to run for office at least 2 weeks prior to the election to determine eligibility by Election Chair.

1)     If no candidate declares their candidacy for a position prior to the deadline, the position shall be declared â??vacant.â?? (Refer to 2.18 for â??Vacanciesâ??)

2.15 Acceptance by the Elections Chairperson â??

Nominations (including candidate biography) shall be accepted by the Elections Chairperson only, and must be

submitted in writing (e-mail or otherwise).

A. As each candidate declares his/her intent to run, the Elections Chair will post the candidates name on Candidates Page on the Softball Austin website. The Elections Committee shall convene as soon as practical thereafter to review candidateâ??s membership eligibility to run.

B.     If the candidate fails to meet the one (1) season and/or good standing qualification, he/she is deemed ineligible. The Election Chair will send an explanation of the Election Committeeâ??s decision and name will be removed from Candidates page.

2.16 Commencement of Term of Office â??

Re-elected Board member shall be entitled to exercise the powers and authority and perform the duties of their

elected position at the conclusion of election. Newly elected and appointed officers will take office on July 1.

2.17 Termination â??

Membership on the Board may be terminated; creating a vacancy that shall be filled, as provided in this IOG. If an officer fails to perform or violates the duties of his/her office, the officer may be removed from office by a two-

thirds (2/3) vote of the Council at any Council meeting, provided that the officer in question is notified of the charges in advance of the meeting. He/she will then be given the opportunity to rebut the charges at the meeting.

A.     Any Commissioner who is absent from three consecutive regular Board meetings without good cause shall be automatically removed from the Board.

B.     When any Board member permanently becomes physically incapable of performing the duties of office, including death, a vacancy shall exist.

1.      In the event that any disputes arise regarding the determination of permanent physical incapacity, the Board shall decide the matter.

2.18 Vacancy â??

Any vacancy shall be filled temporarily by nomination of an acting Board or Council member by the Commissioner,

subject to approval by a majority of the Council.

A. Any acting Board member appointed by the Commissioner shall serve until a successor has been duly elected.

1.      In the event that a regular election is scheduled to occur within two (2) months from the date the vacancy occurs, the acting Board member shall serve until said election takes place.

2.      Any special election commenced pursuant to this requirement shall comply with all applicable provisions of this Instrument of Governance.


Commissioner: The duties and responsibilities of the Commissioner shall include, but not be limited to the following:

  1. Presiding at all formal meetings of the Council and the Board.
  2. Appoint members of any duly authorized committee of the League.
  3. Rule on the interpretation and intent of the Articles of Incorporation and the IOG.
  4. Serve as an authorized signatory on the League checking account(s) and on any funds managed by the League.
  5. Oversee all day-to-day functions of the League.
  6. Rule on parliamentary procedures at all formal meetings of members, Council and the Board.
  7. Oversee all filings with regard to the Articles of Incorporation, which includes informing the state of any changes in the Board. Also, oversee any other filings required by any and all federal, state, city and municipalities.
  8. Appoint the representatives to represent SA at national meetings of NAGAAA and ASANA. The League will cover travel and hotel expenses, as well as a per diem for no more than two representatives attending each NAGAAA and ASANA meeting.
  9. Appoint a Sergeant at Arms, if necessary, to help maintain order at meetings. The Sergeant at Arms has no Board authority.
  10. Shall designate all committees, select all committee chairs, and serve as a voting ex-officio member of all committees, as provided in these Bylaws.

Treasurer: The duties and responsibilities of the Treasurer shall include, but not be limited to the following:

  1. Accounting monthly for all dues and monies collected and disbursed by the League. Prepare a monthly detailed cash report, which reconciles to the bank account(s). Submit to the Board for approval and then to the Council.
  2. Record keeping and accounting is to be prepared using an accounting program or database spreadsheet.
  3. Custodian of the checkbook(s) of the League and of the checkbooks(s) of any funds managed by the League.
  4. Depositing all monies of the League in such bank(s) as shall be specified by resolution of the Commissioner within five (5) business days.
  5. Making distributions and having charge of the financial affairs of the League and of any funds managed by the League under authorization by the Commissioner.
  6. Serving as an authorized signatory on the League checking account(s) and any funds managed by the League.
  7. Preparing or coordinating the filing of annual tax report(s) with the accounting firm engaged by SA, if applicable.
  8. Prepare or coordinate the preparation of quarterly financial statements and submit to the Board for approval and then to the Council.
  9. Oversee preparation of an annual budget. Submit the budget to the Board for approval, and then to the Council. Prepare a budget variance report.
  10. Obtain a budget for any tournaments or other League activities and provide the budget, along with regular updates, to the Board and Council.
  11. Accounting for all expenses and income from concession sales and deposit all profits into the League checking account(s), if the League is responsible for concessions.
  12. Serve as Treasurer for the Texas Shootout Committee.

Public Relations/Social/Fundraising Coordinator: The duties and responsibilities of the Public Relations/Social/Fundraising Coordinator shall include, but not limited to the following:

  1. Collecting information and overseeing the publication of the League newsletter, Full (Ac)count, and quarterly email updates for League members.
  2. Supervising the League web master to ensure the web site is maintained properly for SA and the Texas Shootout (i.e. ensuring content is current, professional and appropriate; ensuring web hosting fees are current.)
  3. Along with the Commissioner, serving as spokesperson for the League with the media.
  4. Approving all advertising/marketing material(s) that are published in any medium on behalf of the League and/or League-related events.
  5. Coordinating and approving all League communications (by anyone other than fellow Board members) to outside parties.
  6. Collecting all dues and monies owed to the League including player fees and team sponsors/registration fees, and reporting to the Board on any outstanding debt
  7. Serving as an authorized signatory on the League checking account(s).
  8. Plan, organize and implement social functions for the League including post-game gatherings (After Innings) fundraisers and end-of-season celebrations.
  9. Helping raise awareness about SA in Central Texas and among other NAGAAA communities.
  10. Coordinating all League fundraising activities with teams and members of the League.
  11. Serving as liaison between the League sponsors and the Board for all divisions, Men�¢â?¬â?¢s and Women�¢â?¬â?¢s.
  12. Serving as the primary Trustee on the operation of concession facility for the League softball play and any tournament(s) that the League may host or co-host. The duties will include appointment of a concessionaire for the League softball play and any tournament(s) that the League may host or co-host with approval of the Board.
  13. Serving as the point of contact for the Manager�¢â?¬â?¢s Council on questions of League membership, League eligibility and World Series eligibility.
  14. Compilation, maintenance, and analysis of member information within a League membership database.
  15. Pursuing corporate sponsorship.

Women's Operations Coordinator: The duties and responsibilities of the Woman�¢â?¬â?¢s Operations Coordinator shall include, but not be limited to the following:

  1. Purchase all softballs for the men�¢â?¬â?¢s and women�¢â?¬â?¢s divisions, score books, line-up sheets and any other items to be used by the managers/coaches.
  2. Assist the Open Division Competition Coordinator in stuffing the bags with the items mentioned under (a), paying particular attention to those bags to be used by the teams in the Woman�¢â?¬â?¢s Division.
  3. Updating the Women�¢â?¬â?¢s Division scores and standings on the League web site.
  4. Collect the line-up cards from each Women�¢â?¬â?¢s Division game and, using these cards, work with the Women�¢â?¬â?¢s Assistant Commissioner to ensure player eligibility for the ASANA World Series. The cards are turned over to the League Secretary once the WOC no longer needs them.
  5. Serve as the Assistant to the Chair of the Women�¢â?¬â?¢s Texas Shootout tournament.
  6. Serve as the second Chair of all meetings held within the Woman�¢â?¬â?¢s Division in the event the Woman�¢â?¬â?¢s Assistant Commissioner is unable to attend, should any meetings be held outside the regular Manager�¢â?¬â?¢s Council meetings.
  7. Work with the Membership Coordinator in the recruitment of players for the Women�¢â?¬â?¢s Division and assist in running the Player Recruitment/Draft Day.
  8. Assist the League treasurer with the collection of team/player fees from the Women�¢â?¬â?¢s Division on the dates the fees are due.
  9. Assist the League Secretary with recording minutes and League attendance should the Secretary be unable to attend a meeting.
  10. Vote on all League-related matters that come before the Board of SA.


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